OFFICE OF HUMAN RESOURCES TELECOMMUTING AGREEMENT
This is an agreement between the University of North Florida (hereinafter referred to as the University) and __________________________________________________(employee) and shall cover the period from_________________ through ______________ This agreement establishes the terms and conditions of telecommuting. The employee volunteers to participate in the telecommuting program and to follow the applicable guidelines and policies. The supervisor agrees with the employee's participation.
Duration: This agreement will be valid until canceled in writing with the approval of the supervisor. Work Hours: Work hours and location are specified as part of this agreement. Pay and Attendance: The employee's time and attendance will be recorded as if performing official duties at the University. Leave: Employees must obtain supervisory approval before taking leave in accordance with established office procedures. The employee agrees to follow established procedures for requesting and obtaining approval of leave. Time sheets and Leave Slips shall be transmitted as specified by the supervisor. Overtime: The employee will continue to work in pay status while working at the home office. An employee working overtime, ordered and approved in advance, will be compensated in accordance with applicable law and rules. The employee understands that the supervisor will not accept work products resulting from unapproved overtime. The employee agrees that failing to obtain proper approval for overtime work may result in removal from the telecommuting program or other appropriate action.
Equipment: The supervisor and the employee must agree upon the equipment to be used in telecommuting. The University will not be responsible for employee-owned equipment used in the telecommuting program.
Page 1 of 5
Office of Human Resources - Revised: 10/2006 1
University Owned Equipment (including telecommunication services):
Item Decal Number Item Decal Number
Maintenance of Equipment: Equipment provided by the employer must be protected against damage and unauthorized use. University-owned equipment will be serviced and maintained by the University. Equipment provided by the employee will be at no cost to the University, and will be maintained by the employee. Cost: The University will not be responsible for operating costs, home maintenance, or any other incidental costs (e.g. utilities), associated with the use of the employee's residence. The employee does not give up any reimbursement for authorized expenses incurred while conducting official business for the University. Liability: The University will not be liable for damages to the employee's property resulting from participation in the telecommuting program. In signing this document, the employee agrees to hold the University harmless against any and all claims, excluding workers' compensation claims. Home Office Checklist: The employee and supervisor agree that the Home Office Checklist has been completed Workers' Compensation: The employee is covered by workers' compensation if injured in the course of performing official duties at the telecommuting location. Verification of Home Safety: In signing this agreement, the employee verifies that the home office provides work space that is free of safety and fire hazards. Work Assignments: The employee will meet with the supervisor to receive assignments and to review completed work. The employee will complete all assigned work according to procedures mutually agreed upon with the supervisor. Evaluation: The evaluation of the employee's job performance will be based on established standards. Performance must remain satisfactory to remain a telecommuter. Employees will not be allowed to telecommute while on a performance improvement plan (PIP).
Page 2 of 5
Office of Human Resources - Revised: 10/2006 2
Records: The employee will apply safeguards which are approved by the University to protect records from unauthorized disclosure or damage. All records, papers and correspondence must be safeguarded for their return to the office. Participation in Evaluation: The employee and supervisor agree to promptly complete and submit telecommuting evaluation materials and to attend periodic group meetings for the telecommuting program. Curtailment of the Agreement: Management has the right to remove the employee from the program if participation fails to benefit organizational needs. The employee agrees to work at the office or telecommuting location, and not from another unapproved site. Failure to comply with this provision may result in termination of the agreement, and/or other appropriate disciplinary action. Work Hours and Location: The following are the working hours and locations which are agreed to as a part of the Telecommuting Agreement: Official Work Location at the University (Bldg./Room) Telecommuting Location (home address: General Work Hours:_________________________________________________________
(Day) (Hours) *(Location) O=Official Office T=Telecommuting
Monday Tuesday: Wednesday: Thursday: Friday: Saturday: Sunday Daily Lunch:
Page 3 of 5
Office of Human Resources - Revised: 10/2006 3
Telecommuting Work Plan: (The Work Plan must include at a minimum: specific description of
the duties to be performed; explanation as to how supervision will be provided; explanation as to how work products and outputs will be monitored and reviewed; and an explanation as to how attendance and leave records will be maintained and processed.)
We agree to abide by the terms and conditions of this agreement. Employee: Supervisor: Approving Authority: Date: Date: Date:
Page 4 of 5
4 Office of Human Resources - Revised: 10/2006
This checklist is for use by the telecommuter in assessing the adequacy of the home office environment. The success of the telecommuting arrangement depends on a realistic assessment of the work space, and the ability of the employee to successfully complete their work in this environment. If the work space is not adequate, the telecommuting agreement will not work. The telecommuter will need to assess the home office space to ensure that the space is adequate, safe and hazard free. For example: 1. 2. 3. 4. 5. 6. Is the work space adequately ventilated? Yes No Yes No Yes No
CHECKLIST FOR THE HOME OFFICE
Is the space reasonably quiet and free of distractions?
Are all the stairs with 4 or more steps equipped with handrails?
Are all circuit breakers and/or fuses in the electrical panel labeled as to intended service? Yes No Do circuit breakers clearly indicate if they are in open or closed position? Yes No
Is all electrical equipment free of recognized hazards that would cause physical harm (e.g. frayed wires, bare conductors, loose wires, flexible wires running through walls, exposed wires fixed to the ceiling)? Yes No Are electrical outlets 3 pronged (grounded)? Yes No Yes No Yes No
7. 8. 9. 10. 11. 12. 13. 14. 15. 16.
Is the computer equipment connected to a surge protector?
Are aisles, doorways, and corners free of obstructions to permit movement? Are file cabinets and storage closets arranged so drawers and doors do not open into walkways? Yes No Is the space crowded with furniture? Yes No
Are the phone lines, electrical cords, and extension wires secured under a desk or alongside baseboard? Yes No Are floor surfaces clean, dry, level, and free of worn or frayed seams? Are carpets well secured to the floor, and free of frayed or worn seams? Yes Yes No No Yes
No
Is there a fire extinguisher in the home, easily accessible from the office space? Is there a working smoke detector detectable from the work space?
Yes
No
Fully explain any “NO” answer:
Signature of employee: Signature of supervisor: Signature of Director of Environmental Safety:
Date: Date: Date:
Submit a copy of the approved form to Human Resources upon approval.
To save a copy of this form on your computer, click the File menu at the top of your screen and select the Save as... command. Give the file a meaningful name, select a location on your computer for saving and click the Save button
Print Form
Page 5 of 5
Reset Form
Office of Human Resources - Revised: 10/2006 5